CalmCompliance
User Management

Using Groups in Contacts

Groups live under Contacts > Groups on a dedicated list and detail page. From the group detail page you can manage members, review distributions, view recurring distributions, and add site-specific comments.

Before you start

You need the Manager or Admin role for the Site module to manage groups. Site Managers can manage membership for groups available at their site without Site Admin user-management access. If you do not see Contacts or Groups, contact your site administrator.

Open a group

Click any group name in the list to open its detail page.

  1. Go to Contacts > Groups.

  2. Click the group name in the list.

The list can include groups created at this site and groups inherited from ancestor sites that share into this site. Groups from sibling sites, descendant sites, unrelated sites, or other organisations are not available. Inherited groups show a label such as Inherited from [site name].

The detail page shows the member list and, depending on the group, a Distributions section that can include recurring distributions, and a comments panel.

Manage members

Use Manage Members on the detail page to add or remove people.

  1. Open the group from the list.

  2. Click Manage Members.

  3. Search for users by name or email and select each person to add.

  4. Click Add Selected Members.

You can add only organisation members who have access to the site where you are managing the group.

To remove a member, open the group and click the Remove icon next to their name. You can only remove members added by your site. Members added by another site show a label such as Added by another site and must be removed by that site’s administrator.

Review distributions

The group detail page shows a Distributions section. The section header shows an overall completion percentage and an On Track or Needs Attention indicator based on whether any distributions are overdue.

Below the header, expandable module rows for Documents, Risks, and Forms show the progress of each type. Click a row to expand it and see the list of assigned items. Each row shows status badges—Complete, In Progress, and Overdue—that you can click to filter the list. When a form has a submission, the form name links directly to the submission page.

This section tracks distribution assignments only. Approvals and reviews no longer appear here.

View recurring distributions

When the group is included in recurring distribution policies, a collapsible Recurring Distributions section appears inside the Distributions area.

Expand it to see each policy in a table with Entity, Type, Triggers, and Acknowledgement. Up to three policies show at first; use Show More and Show Less when the list is longer.

If you have the Manager or Admin role for the related Documents, Risks, or Forms module, each row includes an Edit Policy action. It opens that document, risk assessment, or form on the Distributions tab with the policy edit wizard at Review & Update. Save changes with Update Policy.

Add comments

Each group has a Comments panel scoped to your site. Click the Comments tab on the detail page to view or add notes about the group.

View assigned assets

When assets are currently assigned to a team, the group detail page shows an Assigned Assets section. This lists every asset that has this group set as its assignee in an Assignment block.

  1. Open the group from Contacts > Groups.

  2. Scroll to the Assigned Assets section.

  3. Click any asset to open its record.

If the team is not assigned to any assets, the section shows No assets with the message This team is not currently assigned to any assets.

Edit, archive, or delete a group

You can edit, archive, and delete groups created at your site from the detail page header. Groups use an archive-first lifecycle: you must archive a group before you can permanently delete it. See Archive, restore, and permanently delete records for the shared pattern.

  1. Open the group.

  2. Click Edit in the header to change the name, description, or sharing settings.

  3. Click Archive in the header to hide the group from default lists and selectors. Archived groups can be restored at any time.

  4. To permanently delete, archive the group first, then click Delete in the header. The confirmation shows any affected memberships, recurring distributions, and open assignments.

To find archived groups, use the Archive Status filter on the groups list and select Archived Only. The default view shows only active groups.

Groups inherited from an ancestor site are read-only and cannot be edited, archived, or deleted from your site.

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